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Home My WebLink AboutC2022-114 - 6/28/2022 - Approved DocuSign Envelope ID:381 F8259-825E-4F23-AF1 3-2434762COE1 9 DocuSign Envelope ID:CD3064E4-AF44-4200-8EF9-67385CO756C6 S C� G� w CO-OPERATIVE PURCHASE AGREEMENT NO. 4191 U Laserfiche Imaging of Utilities Department Documents OBPOR ED 1852 THIS Laserfiche Imaging of Utilities Department Documents Co-operative Purchase Agreement ("Agreement") is entered into by and between the City of Corpus Christi, a Texas home-rule municipal corporation ("City") and MCCi LLC ("Contractor"), effective upon execution by the City Manager or the City Manager's designee ("City Manager"). 1. Co-operative Agreement. Contractor has agreed to provide Laserfiche Imaging of Utilities Department Documents in accordance with its agreement with BuyBoard 625-20 (the "Co-operative Agreement"), which is incorporated by reference herein as if set out here in its entirety. In the event of a conflict between this Agreement and the Co-operative Agreement, this Agreement shall govern to the extent allowed by the Co-operative Agreement. 2. Scope. Contractor will provide Laserfiche Imaging of Utilities Department Documents in accordance with the attached Statement of Work, as shown in Attachment A, the content of which is incorporated by reference into this Agreement as if fully set out here in its entirety. 3. Term. The Term of this Agreement is one year beginning on the date provided in the Notice to Proceed from the City's Procurement Division. The parties may mutually extend the term of this Agreement for up to zero additional zero-year periods ("Option Period(s)"), provided, the parties do so in writing prior to the expiration of the original term or the then-current Option Period. The continuation of this Agreement after the close of any fiscal year of the City, which fiscal year ends on September 30'h annually, is subject to appropriations and budget approval specifically covering this Agreement as an expenditure in said budget, and it is within the sole discretion of the City's City Council to determine whether or not to fund this Agreement. The City does not represent that this budget item will be adopted, as said determination is within the City Council's sole discretion when adopting each budget. 4. Compensation and Payment. This Agreement is for an amount not to exceed $91,582.05 subject to approved amendments and changes. All pricing must be in accordance with the attached Quote, as shown in Attachment B, the content of which is incorporated by reference into this Agreement as if fully set out here in its entirety. Invoices must be mailed to the following address: Co-operative Purchase Agreement Standard Form Page 1 of 3 DocuSign Envelope ID:381 F8259-825E-4F23-AF1 3-2434762COE1 9 DocuSign Envelope ID:CD3064E4-AF44-4200-8EF9-67385C0756C6 City of Corpus Christi Attn: Accounts Payable P.O. Box 9277 Corpus Christi, Texas 78469-9277 5. Notice. Any notice required under this Agreement must be given by fax, hand delivery, or certified mail, postage prepaid, and is deemed received on the day faxed or hand-delivered or on the third day after postmark if sent by certified mail. Notice must be sent as follows: IF TO CITY: City of Corpus Christi Attn: Wendy Contreras Title: IT Business Analyst III 1201 Leopard St., Corpus Christi, TX 78401 Phone: 361.826.1834 Fax: N/A IF TO CONTRACTOR: MCCi LLC Attn: Marie Grosh Representative 3717 Apalachee Parkway, Suite 201 Tallahassee, FL 32311 Phone: 850.701.0725 Fax: 850.564.7496 6. Entire Agreement. This Agreement, along with the Co-operative Agreement, constitutes the entire agreement between the parties concerning the subject matter of this Agreement and supersedes all prior negotiations, arrangements, agreements and understandings, either oral or written, between the parties. [Signature Page Follows] Co-operative Purchase Agreement Standard Form Page 2 of 3 DocuSign Envelope ID:381 F8259-825E-4F23-AF1 3-2434762COE1 9 DocuSign Envelope ID:CD3064E4-AF44-4200-8EF9-67385CO756C6 CONTRACTOR bSignature: FDOCUSigned 6" bwfow Printed Name: Donny Barstow Title: President & CEO Date: 6/13/2022 M2022-100 Authorized By CITY OF CORPUS CHRISTI Council 6-28-2022 DocuSigned by: DS Assistant Director of Finance — Procurement Date: 6/29/2022 ATTEST: Docusigned by: APPROVED AS TO LEGAL FORM: DocuSigned by: < 'i ,� 6/28/2022 Rebecca Huerta s9&A"Ht'0fy Attorney Date City Secretary Attached and Incorporated by Reference: Attachment A: Scope of Work Attachment B: Bid/Pricing Schedule Incorporated by Reference Only: Co-operative Agreement: BuyBoard 625-20 Co-operative Purchase Agreement Standard Form Page 3 of 3 DocuSign Envelope ID:381 F8259-825E-4F23-AF1 3-2434762COE1 9 DocuSign Envelope ID:CD3064E4-AF44-4200-8EF9-67385CO756C6 Attachment A: Scope of Work WATER SERVICE RECORDS Client will furnish MCCi with all hardcopy/electronic documents for its use in preparing the document imaging project and that need to be converted. GENERAL DESCRIPTION D• 5"0"Cards - Double Sided DEPARTMENT Water ------ DOCUMENT TYPES Water Service Records _ -DOCUMENT145,600 Total Cards- Estimated _ _ _ _ __ �I IMAGE COUNT 291,200 Total Images - Estimated J IMAGES PER DOCUMENT I; DOCUMENT PREPARATION STORAGECURRENT •• Filing Cabinets CONDITIONSDOCUMENTS Good condition but some records are older and some are handwritten with color. Will scan all in greyscale to maximize accuracy IMAGE PROCESSING & IND_ EXING DPI&COLOR 300 DPI, Grayscale -_ - NUMBER OF Up to 2 Fields DOCUMENTCombined Street Number and Name- MCCi will use tokens in Laserfiche to CONVENTIONcombine the Street Number and Name into one field to be utilized as the Document Name. FIELDS TO BE INDEXED Street Number, Street Name OPTICAL CHARACTER Not Included (MCCi will assist client in OCR'ingthe records in the client's RECOGNITION Laserfiche system) IMAGE OUTPUT DELIVERY .. Secure FTP Transfer j OUTPUT TYPE Laserfiche Briefcase MATERIAL HANDLING LOGISTICSSHIPPING MCCi Pickup SHIPPING : DELIVERYTERMS Up to 1 shipment SPECIAL NOTES Any corrections such as rescans or indexing changes must be brought to MCCi's attention within 90 days of the date that MCCi delivers the data to the Client. Corrections will not be made after 90 days. Page 2 of 5 DocuSign Envelope ID:381 F8259-825E-4F23-AF1 3-2434762COE1 9 DocuSign Envelope ID:CD3064E4-AF44-4200-8EF9-67385CO756C6 LIFT STATION BINDERS Client will furnish MCCi with all hardcopy/electronic documents for its use in preparing the document imaging project and that need to be converted. GENERAL DESCRIPTION DocuMENTSIZE Regular up to 11"x 17", Large Format up to 42"wide DEPARTMENT Wastewater DocuMENTTYPES Lift Station Binders DOCUMENT COUNT103 Total Lift Stations Average 8 Documents per binder Estimated 824 Total Documents Average 50 total pages per binder Estimated 5,150 Total Regular Format Images Estimated 515 Total Large Format Images DOCUMENT PREPARATION CURRENT STORAGE .• Binders Very-well organized CONDITIONS OF • Each binder represents one folder in Laserfiche. Each tabbed divider represents one document inside that folder. The binders include folded large format maps. IMAGE PROCESSING & INDEXING DPI&COLOR300 DPI, Black&White NUMBER OF Up to 2 Fields(Document name counts as an index) DOCUMENT NAMING TBD CONVENTION FIELDS TO BE INDEXED TBD - OPTICAL CHARACTER ot Included - MCCi will assist client in OCRing the records in the client's RECOGNITIONLaserfiche system j IMAGE OUTPUT DELIVERY •• Secure FTP Transfer OUTPUTTYPE Laserfiche Briefcase MATERIAL HANDLING LOGISTICSSHIPPING MCCi Pickup DELIVERY TERMS Up to 1 shipment(ifjob is broken up,volume pricing must be also) Note that this pickup is included in the pricing for the Water Service Records. If jobs are scheduled separately, a pickup/delivery charge would need to be added. SPECIAL NOTES •Any corrections such as rescans or indexing changes must be brought to MCCi's attention within 90 days of the date that MCCi delivers the data to the Client. Corrections will not be made after 90 days. •The folder structure will be built in Laserfiche to match the document organization in the binders- by tab. Page 3 of 5 DocuSign Envelope ID:381 F8259-825E-4F23-AF1 3-2434762COE1 9 DocuSign Envelope ID:CD3064E4-AF44-4200-8EF9-67385CO756C6 TREATMENT PLANT AND OTHER Client will furnish MCCi with all hardcopy/electronic documents for its use in preparing the document imaging project and that need to be converted. GENERAL DESCRIPTION DOCUMENT SIZE Regular up to 11"x 17"and Large Format up to 42"wide DEPARTMENTWastewater r . Treatment Plant binders and other records including large format j DOCUMENT COUNT Estimated 591 total regular format documents Estimated 30 large format plans IMAGECOUNT Estimated 29,550 total regular format images Estimated 3,000 total large format images IMAGES PER DOCUMENT Estimated 50 per regular format Estimated 100 per large format DOCUMENT PREPARATION CURRENT STORAGE • • Binders, Spiral bound, boxes CONDITIONS OF DOCUMENTS Folded,Staples, Overall good condition IMAGE PROCESSING & INDEXING DPI&COLO300 DPI, Black&White NUMBER OF Up to 1 Field (Document name counts as an index) DOCUMENTName on Folder/Binder CONVENTION FIELDS • BE INDEXED Name on Folder/Binder OPTICAL CHARACTER Not Included - MCCi will assist client in OCRing the records in the client's RECOGNITIONLaserfiche system IMAGE OUTPUT OD Secure FTP Transfer • Laserfiche Briefcase — MATERIAL HANDLING LOGISTICSSHIPPING MCCi Pickup SHIPPING&DELIVERY TERMS Up to 1 shipment if job is broken up,volume pricing must be also) Note that this pickup is included in the pricing for the Water Service Records. If jobs are scheduled separately, a pickup/delivery charge would need to be added. SPECIAL NOTES •Any corrections such as rescans or indexing changes must be brought to MCCi's attention within 90 days of the date that MCCi delivers the data to the Client. Corrections will not be made after 90 days. • Spiral binding will be removed from documents and not bound back together. Page 4 of 5 DocuSign Envelope ID:381 F8259-825E-4F23-AF1 3-2434762COE1 9 DocuSign Envelope ID:CD3064E4-AF44-4200-8EF9-67385CO756C6 SCANNING ASSUMPTIONS ERROR RATE MCCi's acceptable error rate will be less than 0.5% for the overall project, unless otherwise stated in writing. MCCi cannot be accountable for records not reflected in original inventory report provided by Client. MCCi will correct only those valid discrepancies above the acceptable error rate reported within 90 days after delivery of electronic data to Client. DOCUMENT STORAGE MCCi's facilities contain secure rooms for hardcopy"work in progress"document storage. MCCi will arrange for the return of hardcopy documents to Client after completion of scanning. If documents reside at MCCi facilities for a period longer than 90 days after converted electronic data is delivered to Client, storage charges of$2.50 per cubic foot per month will apply. DATASTORAGE MCCi is not responsible for maintaining a copy of Client data,with the exception of Clients who contractually and on a recurring basis, utilize MCCi's Online Document Hosting Services. MCCi periodically reviews and deletes Client data from previous projects.The timing of the periodic review and deletion of data is at MCCi's discretion. MCCi recognizes that for records retention and security compliance,Client may require MCCi to delete copies of its data prior to MCCi's process of deleting data; if so, Client is responsible for making the request in writing and for obtaining confirmation of data deletion. ENTERPRISE WIDE SCANNING SERVICES MCCi can provide any department in the organization with scanning services for documents other than those described in this pricing proposal. All costs are volume based and can be provided upon request. MCCi will consult with each department interested in beginning their own project to determine individual scanning and indexing needs. MICROFILM &FICHE CONVERSION SERVICES. MCCi offers electronic conversion services for microfilm, microfiche, and aperture cards.Client will provide MCCi with data to be converted to electronic format. MCCi will extract the images contained on the film/fiche and migrate them to Laserfiche or to another industry standard format as requested by Client.The images will be captured based upon the reduction ratio and threshold between the beginning and ending of new images on the original film. MCCi is not responsible for the accuracy of existing image quality, such as black borders, skewed images, blurry images, non- legible images, or other errors that are not controllable by MCCi. Unless otherwise specified in the project scope, MCCi will index by the roll/card number or unique identifier. MCCi CERTIFIED PARTNERS MCCi maintains partnerships for the purpose of additional capacity and flexibility in meeting Client expectations. In the event partners are used for a project, the management and support of the project is handled directly by MCCi. . Physical documents will never leave the United States, but our partners may utilize offshore resources to handle document indexing, quality control, and other processes. Page 5 of 5 DocuSign Envelope ID:381 F8259-825E-4F23-AF1 3-2434762COE1 9 DocuSign Envelope ID:CD3064E4-AF44-4200-8EF9-67385C0756C6 Attachment B: Bid/Pricing Schedule PRICING 3717 Apalachee Parkway, Suite 201 Ship/Bill to:Wendy Contreras wendyc@cctexas.com Tallahassee, FL 32311 CC AP Contact: itinvioce@cctexas.com; 850.701.0725 accountspayable@cctexas.org 850.564.7496 fax Quote date:April 4, 2022 Quote number:23371 Pricing is based on picking up and processing all documents together. Water Service Records-Conversion of Documents estimated cost $79,936.84 Excess Images @ $0.238 BuyBoard Discount ($3,996.84) Lift Station Binders,Treatment Plant, Etc-Conversion of Documents estimated cost $11,874.74 Excess Regular Format Images @ $0.169 Excess Large Format Images @$1.71 BuyBoard Discount ($593.74) TOTAL ESTIMATED PROJECT COST $87.221.00 ALL QUOTES EXPIRE IN 60 DAYS Note: MCCi will only bill the client for the actual work performed up to the Not to Exceed funding amount. If the funding amount does not cover the entire project, MCCi will provide a change order or separate quote to the client for the additional work. BuyBoard Pricing:The pricing and terms in this contract are derivative of the"Not-To-Exceed"digitization rates that were competitively sourced through the BuyBoard's Document Scanning Services contract#625-20.The rates and terms listed are based upon the complexity and volume of the project(s)outlined in this contract.The rates listed may be applied to additional projects that haven't been specifically outlined in this contract, but MCCi reserves the right to verify the complexity of those projects and if needed modify the rates accordingly. PAYMENT & BILLING TERMS MCCi will invoice project on a monthly schedule, based on deliverables(via Electronic media or the internet). Payment is due upon receipt of an invoice. Page 1 of 5